Temporary Administrative Assistant - University Housing and Dining - (UTEMPS)

General Notes

Temporary assignments may be filled at any time; only competitive applicants selected will be contacted and provided with instructions on the continued application process.  Please no phone calls or emails. The projected end date for this temporary assignment is September 15, 2026.

Purpose

This role will assist the Operations Coordinator and Operations Manager with daily inventory operations, including tracking materials, processing requisitions, and coordinating with vendors to ensure accurate procurement and stock levels. It also provides comprehensive administrative support to facilities shops, handling communications, scheduling, data auditing, and assisting with technician work orders and timesheets. Additionally, the position delivers quality customer service to both internal and external customers.

Responsibilities

• Assist with daily inventory management. Process all inventory-related activity, identifying errors and reporting them to management. Collaborate directly with Operations Manager and staff to make corrections. Track and control the flow of materials to ensure availability when needed. Prepare and submit requisitions for purchase orders. Monitor warehouse stock and initiate procurement activity to replenish stock, ensuring parts are active in UT Works and establishing the correct unit of measure for materials ordered. Serve as the primary point of contact for vendor communication. Confirm the accuracy of purchases, correct invoices, and route them to Accounts Payable with payment approval.  

• Provide comprehensive administrative support to the assigned facilities shop(s). Greet guests/vendors and answer the main phone line. Make appointments, schedule meetings, and reserve rooms. Read, answer, compose, and edit correspondence. Perform substantial data auditing and management to complete work orders, checking for staff labor, technician notes, and materials before closing. This includes assisting with technician timesheets, checking corresponding student billable phases for correct user-defined fields, and monitoring to ensure the timely closure of work order phases. Pick up and distribute mail and copier output. Support and contribute to systems assessment for changes and deliver training to staff as needed, resolving issues for technicians regarding UT Works and technician iPads.

• Provides quality customer service for internal and external customers. Assist with checking invoices for accuracy before routing for payment and ordering new or replacement uniforms, following up until received. This may include the pick-up and delivery of materials. Provides backup to staff supporting other facilities shops. Perform other duties as assigned.

Required Qualifications

High school graduation or GED. Three years of administrative experience. Experience working in a warehouse or shop setting. Experience with high volume inventory. Solid administrative /computer skills.

Preferred Qualifications

Experience working in a warehouse or shop setting. Experience with high volume inventory. Familiar with AssetWorks

Hourly Rate

$22.00
 

Working Conditions

• Attire: Business Casual

• Standard Office Environment, Use of manual dexterity, Repetitive use of keyboard at a workstation, Lifting, pushing, or pulling, Standing

Work Shift

• Hours per week - 40

• Work hours are from 7:30 a.m. to 4:00 p.m. - M-F

Required Materials

• Resume/CV

• 3 work references with their contact information; at least one reference should be from a supervisor

Important for applicants who are NOT current university employees or contingent workers: You will be prompted to submit your resume the first time you apply, then you will be provided an option to upload a new Resume for subsequent applications. Any additional Required Materials (letter of interest, references, etc.) will be uploaded in the Application Questions section; you will be able to multi-select additional files. Before submitting your